Executive Assistant_2861

Job description

Role purpose

 The purpose of this role is to provide full PA support to an ExCo member (AGE/ASE) to ensure they are prepared and organised accordingly to deliver their business objectives. The role will also involve working closely with and, where appropriate, supporting the Business Managers and additional management in their Team, internal clients including other Allianz OEs and external parties.

 Role level

Associate – These roles provide specialist support or offer a level of core professional expertise, occasionally with some guidance and direction from leaders or technical leads. Roles in this cluster typically require a degree or professional qualification at a senior industry standard (e.g. chartered member of an institute). Roles may supervise teams and be responsible for its results, whilst working within established practices. Day-to-day team supervision would include performance coaching, coordinating activities and quality checking and work progress.

 Career path

 Business Support -

 Performs clerical/administrative or specialised support tasks in an office or field setting.

- May require vocational training or the equivalent experience but does not require a university degree.

Key accountabilities

- Manages the ExCo’s diary ensuring all meetings are scheduled, travel logistics arranged and corporate planning timescales are met.

- Provides full administrative support to their ExCo and support for other Senior Managers in the absence of their PAs to ensure work is covered appropriately.

- Anticipates and fulfils the needs and requirements for meetings and conferences (including webinars etc).

- Ensures key meeting reports, minutes, slide packs/meeting papers, action updates and presentations are completed and issued in good time.

- Handles confidential data in a sensitive manner.

- Ensures that the Team meets the regulatory requirements in all aspects including the Gifts and Hospitality Register.

- Prepares and processes invoices for authorisation.

- Gathers, prepares and submits expense claims.

- Drives and ensures that communications from their ExCo member (blogs, intranet content, including organisation charts and distribution lists) are always kept up-to-date.

- Helps to co-ordinate the PA Network to act as a central hub for information to help deliver an optimal front-facing service.

- May mentor or coach new PAs as well as help recruit for PA vacancies 

Technical skills

 - Excellent typing skills.

- Able to use shorthand/speed write useful.

- Effective communication and organisation skills.

- Demonstrates effective influencing and collaborating skills.

- Ability to delegate in the absence of their Manager.

 Qualifications

- Advanced proficiency in Outlook, Word, PowerPoint and Excel. - GCSEs or equivalent including Maths and English as subjects.

Experience 

- Proven PA experience at a senior level within a financial services organisation.

- Experience of working with various electronic systems and reporting tools.

- Proven track record of showcasing excellent organisational, communication and prioritisation skills.